FACILITY RENTAL PACKET March 10, 2015 1 of 11
Facility Rental Procedure Building Athletics Fine Arts 1. Organization requests use of the facility. A representative completes the Facility Rental Application and submits it to the Building Principal, or designee. 2. The Administrator, or designee, a. Completes the Facility Cost Estimations Form. b. Collects funds, including deposit c. Collects signed contract from the organization d. Provides organization with completed Facility Use Permit e. Places event on Building Facility Calendar f. Forwards copies of the Facility Rental Application and the Facility Cost Estimations Form to: i. Head Building Custodian ii. Cafeteria Manager, if necessary iii. Business & Planning Office, along with all funds collected iv. File g. If needed, assigns event to site manager 3. Once the event occurs, the Administrator or Designee is responsible for : a. Contacting the Maintenance Department regarding any damage done to the building or contents. b. Contacting the Business & Office if the Organization did not leave at the stated time. c. Sending the signed site manager time sheet to the Treasurer s Office 2 of 11
Facility Rental Procedures Schematic Organization completes Facility Use Application Administrator or designee completes the following: Completes Facility Cost Estimations Form Collects signed contract from organization Copies to Treasurer s Office and to Head Custodian, also to Cafeteria Manager, if needed Collects funds, including deposit Sends to Treasurer s Office Places event on Building Facility Calendar Provides Organization with completed Facility Use Permit Assigns Site Manager Following Event the Principal, or designee If necessary, notifies Maintenance of damage If necessary, notifies Business & Planning Office of overtime Sends site manager time sheet to Treasurer s Office 3 of 11
Facility Use Application TO BE COMPLETED BY MEMBER OF ORGANIZATION Site Requested Date of this Request Name of Organization Phone Number Billing Address Contact Person Phone Number Email Address Person In Charge of Event HCSD Employee? YES NO Home Phone Cell Phone Area Requested Day of Week Date Start time End Time 1. Will an employee of the Hamilton City Schools be a part of this event? YES NO Employee s name? Will he/she be onsite for the duration of the event? YES NO 2. Will there be a fee charged for the event? YES NO If so, how much? 3. Will food be served? YES NO 4. Will you need to use the school s kitchen to serve food? YES NO 5. How many Hamilton City Schools students attending? 6. Of all students participating, what percentage is from Hamilton Schools? % 7. Is this event open to the public? YES NO 8. How many people will attend his event? 9. Additional information? 4 of 11
FINE ARTS FACILITIES REQUEST FORM TO BE COMPLETED BY MEMBER OF ORGANIZATION Name Work Phone Home Phone Group and Event Facility requested (check the following): Auditorium Other: Custodial Request (check the following): Tables (Attach plan) Other: Equipment requested (check the following): Stage Lights Mics CD Player Other: First Choice: Day Date Time Start Time End Second Choice: Day Date Time Start Time End I understand all events must be adequately supervised and that no food, drink, or gum is permitted in the auditorium. Signature Date Signed Reservation confirmed for: Day Date Time Start Time End Signature of Auditorium Manager 5 of 11 Date Signed
Facility Cost Estimation Form To be completed by the Administrator Building Principal Requesting Organization Date Request Received Please check one: (#1) This is a Government Group or a School Support Organization (#2) This is a Community Group serving School-age Students in the District (#3) This is a Non-Profit Community Group (#4) This is a Commercial Group Day of Week Requested Date Requested Based upon the above information, please complete the following information: Area Requested Requested Hours Actual Hours Cost per hour Total Facility Cost XXXXXXXXX XXXXXXXXX XXXXXXX TOTAL Is a site Manager required? Yes No Personnel Requested Requested Hours Actual Hours Cost per hour Total Personnel Cost XXXXXXXXX XXXXXXXXX XXXXXXX TOTAL Total Facility Cost Total Personnel Cost + Estimated Cost for Event + $150 deposit Amount to be collected (This is only an estimate. The final cost will be determined when the event is completed.) Total Collected $ Collected by Cash Check 6 of 11
Contract for Facility Use PROVIDED TO ORGANIZATION BY ADMINISTRATOR UPON RECIEPT OF DEPOSIT Organization Date of Use Rental charges include both Facility Rental Fees and Personnel Fees. Total charges of $ are an estimate. Final charges will be billed by the Treasurer s Office once the event is complete. The Hamilton City School District reserves the right to retain deposits and to assess additional fees for damage caused by an organization, for failure to leave the facility at the stated time or for additional set-up and/or clean-up needs. The Hamilton City Schools reserves the right to deny future organizational rentals for excessive damage caused by the organization or violations of the terms and conditions of the applicable contract for facility use. Food and drinks are not allowed in the gym or auditorium. Additional fees and/or forfeiture of security deposit may occur for violations. The Hamilton City School District reserves the right to run concessions at all events. If not possible, the renting organization may run concessions without using district kitchen facilities, materials or equipment. Concession facilities for all outside groups using the stadium are limited to the concession stand under the home bleachers. An organization wishing to place additional concession facilities on school property may do so with the written consent of the Maintenance Department. Field rentals do not include any field preparation or equipment rental. No vehicles are permitted on ball diamonds or any athletic field. Athletic fields may only be used for their stated purpose and function. The use of alcohol or smoking on Hamilton City School District property is prohibited. All Hamilton City School District policies must be followed. To the fullest extent permitted by law, the renting organization agrees to hold harmless the Hamilton City School District, its elected and appointed officials, employees and volunteers, agents, assigns and other persons working in behalf of the Hamilton City School District; against any and all claims, demands, suits, loss, including all costs connected therewith, for any damages which may be asserted, claimed or recovered against from the Hamilton City School District, its elected and appointed official, employees, volunteers and others working in behalf of the Hamilton City School District, by reason of property damage, including loss of use thereof by misuse or abuse, or theft which arises out of or is in any way connected or associated with this contract. Ask your insurance company to add the Hamilton City School District as an additional insured and provide Hamilton City School District with proof of insurance. I understand and will abide with the above. Signed Date Printed name 7 of 11
Group Classifications Please note: HCSD Curricular and Extracurricular School groups are not considered in these categories. Group #1 Government groups and School Support Organizations: o Training sessions o Meetings open to the public o Butler County Board of Elections o District employee organizations o Meetings of organizations whose exclusive purpose is to support the programs of the District (Parent-Teacher groups, booster groups, OHSAA, OMEA, etc.) Group #2 Community Groups serving School-age students in the District o 75% or more of students participating are HCSD students o Scouting Organizations o Youth athletic leagues o Groups/Individuals providing services to District students (private music lessons, tutoring, athletic training) Group #3 Non-Profit Community Groups o Less than 25% of students participating are HCSD students o Organizations whose primary purpose is to serve the community (Churches, service organizations, theater groups, select athletic groups) o Union meetings not listed in above categories o Fundraising activities for groups in above categories Group #4 Commercial Groups o Business meetings o For-profit organizations ( Cheer America, Dance Schools, etc.) o Youth League Tournaments o Private citizens Final decisions for Group Classification will be made by the Office of Business and Planning. 8 of 11
Cost below is per hour with a two-hour minimum. All charges are per hour. This is an approximation of charges. The district will calculate final charges. The Hamilton City Schools reserves the right to change the fee structure or to charge additional fees for the use of its facilities, violations of its policies or for damages incurred during the use of its facilities Building Facility Fee Calculation Sheet (to be approved by Building Principal) Area Group 1 Group 2 Group 3 Group 4 M-F Sat-Sun M-F Sat-Sun M-F Sat-Sun M-F Sat-Sun Elem. Gym n/c n/c n/c $35 $35 $35 $50 $50 Classroom n/c n/c n/c $25 n/c $25 $25 $25 Kitchen n/c $25 n/c $25 $50 $50 $75 $75 MS Gym n/c n/c n/c n/c $35 $35 $50 $50 GMS n/c n/c n/c $25 n/c $50 $75 $75 Auditorium Cafetorium n/c n/c n/c n/c $35 $35 $50 $50 HHS n/c n/c n/c $25 n/c $50 $100 $100 Cafeteria HHS Community Rm n/c n/c n/c n/c n/c n/c n/c n/c Fine Arts Facility Fee Calculation Sheet (to be approved by Fine Arts InstructionalCoach) Area Group 1 Group 2 Group 3 Group 4 HHS Auditorium* M-F Sat-Sun M-F Sat-Sun M-F Sat-Sun M-F Sat-Sun n/c n/c n/c $25 n/c $50 $100 $100 Concession n/c n/c n/c $10 $10 $10 $20 $20 HHS Piano n/c n/c n/c n/c $25 $25 $100 $100 Includes use of dressing rooms Athletic Facility Fee Calculation Sheet (to be approved by Athletic Director ) Area Group 1 Group 2 Group 3 Group 4 M-F Sat-Sun M-F Sat-Sun M-F Sat-Sun M-F Sat-Sun HFS Gym n/c n/c n/c n/c $35 $35 $50 $50 HHS Athletic Center Gym n/c n/c $70 $70 $95 $95 $120 $150 HHS Aux. Gym HHS FB Stadium w/o lights HHS FB Stadium w/ lights n/c n/c n/c n/c $35 $35 $50 $50 n/c n/c $50 $50 $75 $75 $120 $120 n/c n/c $70 $70 $95 $95 $150 $150 Tennis n/c n/c n/c $25 $50 $50 $75 $75 Courts. HHS Fields n/c n/c n/c $25 $50 $50 $75 $75 Elem. Fields n/c n/c n/c $25 $50 $50 $75 $75 MS Fields n/c n/c n/c $25 $50 $50 $75 $75 HFS Fields n/c n/c n/c $25 $50 $50 $75 $75 9 of 11
Hamilton City Schools Personnel Cost Calculation Sheet Cost below is per hour with a two-hour minimum. This is an approximation of charges. The Hamilton City Schools reserves the right to change the fee structure or to charge additional fees for overtime or failure to vacate the facility at the stated time. Personnel Group 1 Group 2 Group 3 Group 4 M-F Sat Sun M-F Sat Sun M-F Sat Sun M-F Sat Sun Custodian n/c $40 $55 n/c $40 $55 $25 $40 $55 $25 $40 $55 Site $30 $30 $30 $30 $30 $30 $30 $30 $30 $30 $30 $30 Manager Elem. $18 $18 $18 $18 $18 $18 $18 $18 $18 $18 $18 $18 Kitchen Manager Sec. Kitchen Manager $21 $21 $21 $21 $21 $21 $21 $21 $21 $21 $21 $21 Auditorium $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 $25 Manager Aud. Sound $20 $20 $20 $20 $20 $20 $20 $20 $20 $20 $20 $20 Technician* Aud. Light Technician* $20 $20 $20 $20 $20 $20 $20 $20 $20 $20 $20 $20 *Assistants will be at half the cost 10 of 11
FACILITY USE PERMIT THIS PERMIT MUST BE ONSITE WHENEVER THE ORGANIZATION IS USING THE FACILITY. IF THIS PERMIT CANNOT BE PRESENTED, THE ORGANIZATION MUST LEAVE THE FACILITY IMMEDIATELY. Date of Facility Use Date permit Issued Specific Area(s) to be used: Starting Time of Facility Use Ending Time of Facility Use Organization District Representative Signature: The Hamilton City School District reserves the right to retain deposits and to assess additional fees for damage caused by an organization, for failure to leave the facility at the stated time or for additional set-up and/or clean-up needs. The Hamilton City Schools reserves the right to deny future facility rentals for excessive damage caused by the organization. Food and drinks are not allowed in the gym or auditorium. Additional fees and/or forfeiture of security deposit may occur for violations. The use of alcohol or smoking on Hamilton City School District property is prohibited. All Hamilton City School District policies must be followed. 11 of 11